Job Title: Regional Resources Assistant
Duration of Job: 1 year
Location: Maiduguri
Report to: Interventions and Development Manager
Purpose of job:
To manage the resources function of the Nigeria Stability and Reconciliation Programme regional offices in line with the programme strategy, implementation plan and financial plan and to client and corporate standards.
Context and Environment:
- Nigeria is the British Council’s largest operation in SSA with offices in four cities: Lagos, Port Harcourt, Abuja and Kano. NSRP is a DFID-funded programme managed by the British. Council (who lead a consortium including International Alert and Social Development Direct.) that aims to enhance collective efforts to identify and respond effectively to potential sources of violent conflict in Nigeria and reduce the negative impacts of conflict on the most vulnerable among the Nigerian population.
The programme operates from five regional offices in Nigeria with a programme management unit situated in Abuja. The Resources Assistant will be based in NSRP regional office in Maiduguri and may be required to travel to other regional offices and the Abuja office periodically. The post will form part of the programme support team.
The post holder must have the ability to work in difficult environments, often with limited infrastructure or support facilities. The programme will link closely with other BC-managed work in Nigeria, notably the.Justice For All (J4A) programme. The post holder will work closely with the Security Coordinator, Regional Managers, Facilities & Procurement Manager, Facilities & Procurement Officer, Logistician, Resources Assistant – Abuja, Programme Officers, Programme Assistants and the finance team and will report to the Interventions and Development Manager.
Accountabilities, Responsibilities and Main Duties:
Accountabilities:
- Accountable for ensuring that regional office resources/administrative functions support the operations of the NSRP regional offices
- Responsibilities and Main Duties:
- Facilities Logistics Management – 30%:
- Handle arrangements for all incoming visitors to the NSRP regional office including transport and accommodation arrangement.
Main duties will include:
- Ensure transport arrangements for all incoming staff/consultants to the NSRP regional office are in line with NSRP policies.
- Ensure hotel accommodation reservations are made on time
- Ensure that staff/consultants concerned are informed on arrangement for their transport and hotel accommodation.
- Ensure that appropriate service contracts are in place for the regional facilities and necessary services for the equipment are carried out within schedule
Workshop Management – 20%:
Assist with the management of the logistical arrangements for all workshops, events and meetings
Main duties include:
- All workshop logistical arrangements are in line with NSRP workshop manual
- Procurement of workshop items are in line with procurement policy
- Undertake logistical support to designated workshops, meetings and events according to stated requirements.
- Workshop activities are smoothly carried out.
Office Management – 20%:
Maintain appropriate filing system, accountable stationary register, and asset register (in liaison with the facilities & Procurement Officer), so that all contracts, reports and correspondence are filed properly, and all stationary and equipment are recorded correctly.
Main duties include:
- Ensure that all documents are accurately filed
- Ensure accountable stationary register is up to date
- Ensure asset register reflects all items of equipment in the office.
- Ensure that stock card is maintained for the recharge cards.
Procurement – 15%:
- Liaise with all outside contractors and service suppliers concerning all services/utilities supplied to the regional office. Order all stationary and replenishables (tea items and recharge cards) for the regional offices. Liaising with NSRP Facilities & Procurement Officer. Main duties include:
- Ensure that all procurement are in line with NSRP procurement policy
- Ensure that purchase orders (P0) are raised before ay services are carried out or goods are supplied by selected vendors, and all payments and approvals are in line with NSRP policy and delegation of authority
IT Management – 15%
- Assist with the maintenance of regional office IT infrastructures liaising with J4A IT Manager. Main duties include:
- Ensure that regional IT equipment are properly maintained and serviced when due
- Ensure that regional GTI laptops are functioning well and that regional staff have appropriate access
- Escalate on timely basis any IT issues to be resolved
Key Relationships:
- Internal: Regional Managers, Security Coordinator, Facilities & Procurement Officer, Logistician, Regional Programme Officers, Driver/Office Assistants.
- External: External relationship management where appropriate (i.e. linked to function of role), to include: consultants, suppliers, external partner organisations, etc.
Person Specification:
Behaviour:
Essential:
- Creating Shared Purpose: (Essential) Communicating an engaging picture of how we can work together.
- Connecting with Others: (More demanding) Actively appreciating the needs and concerns of myself and others.
- Working Together: (More demanding). Ensuring that others benefit as well as me
- Being Accountable: (Essential). Delivery my best work in order to meet my commitments
- Making it Happen: (Essential) Delivering clear results for the British Council.
- Shaping the Future: (Essential) Looking for ways in which we can do_things_better.
Assessment Stage:
Interview only
Job Requirements
Required Experience: 1-3 year(s)
Skills and Knowledge:
Essential:
Logistics and Procurement
IT Skills
Qualification
Essential:
First Degree or equivalent.
Experience:
Essential:
Not less than one year experience in Logistics and Procurement
Similar sector experience
Assessment Stage:
Shortlisting and Interview
Application Closing Date
2nd March 2015.
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